SharePoint

SharePoint keeps one document library in step with your Knowledge Base. Files your team adds to the library are processed and become answerable. Files that change are processed again, and files that are deleted stop being used. Aimy only reads from SharePoint. It never writes to it.

It needs the Professional plan, and only a company admin can connect it. It also needs someone in your IT team, because Microsoft requires an app registration and an approval that most people cannot give themselves.

What you need

Someone who can register an app in Microsoft Entra ID (the Azure portal).
Someone who can grant admin consent for that app.
Someone with SharePoint admin rights who can give the app access to your site. This step is a Microsoft Graph call, not a button in a portal.
The address of the SharePoint site that holds the library.

Plan for an IT ticket. If any of the first three is missing, the setup cannot be finished, and the connection fails with a message saying the app is not allowed to read the site.

Aimy signs in as the app you register, not as a person. That is on purpose. The connection keeps working after whoever set it up leaves, and it can see only the one site you grant, not everything a user could open.

Step 1. Register the app

Send these steps to your IT team.

In the Azure portal, open Microsoft Entra ID, then App registrations, then New registration. Give it a name people will recognise, such as Aimy SharePoint Sync. One organisation only is fine. No redirect address is needed.
On the app's Overview page, copy the Directory (tenant) ID and the Application (client) ID.
Open Certificates & secrets, choose New client secret, pick an expiry and choose Add. Copy the Value straight away. Azure hides it for good once you leave the page.

Step 2. Add the Sites.Selected permission

Open API permissions, then Add a permission, then Microsoft Graph, then Application permissions.
Search for Sites.Selected, tick it and choose Add permissions.
Choose Grant admin consent and confirm. The status turns green.

Sites.Selected grants nothing on its own. It only makes it possible to grant the app access to named sites. Without step 3 the app can see no site at all. This is the most common reason a setup looks finished and then fails.

Step 3. Give the app access to your site

Someone with SharePoint admin rights does this in Graph Explorer, signed in with their own account.

First, look up the site's ID. Use your own host name and site name.

GET https://graph.microsoft.com/v1.0/sites/contoso.sharepoint.com:/sites/Sales

Then give the app read access to that site, using the ID from the answer.

POST https://graph.microsoft.com/v1.0/sites/{site-id}/permissions

{
  "roles": ["read"],
  "grantedToIdentities": [{
    "application": {
      "id": "YOUR_APPLICATION_CLIENT_ID",
      "displayName": "Aimy SharePoint Sync"
    }
  }]
}

A 201 answer with a permission object means it worked. Read access is enough.

Step 4. Connect in Aimy

Go to Integrations under CONNECT and choose SharePoint.
Fill in four fields: Directory (tenant) ID, Application (client) ID, Client secret and Site address, for example https://contoso.sharepoint.com/sites/Sales. You can paste the address straight from your browser while you look at the site. Aimy keeps the part that names the site and drops the rest.
Choose Test connection. Aimy signs in to Microsoft, finds the site and lists its libraries. Nothing is saved yet.
When it works, the message reads Connected to followed by your site name, and a Document library list appears. Pick the library you want.
Choose Connect library.

The client secret is sent once and stored encrypted. It is never shown again.

The first sync

Aimy checks the library every ten minutes. To avoid waiting, choose Sync now. The first sync reads the whole library, so it works through the files in batches and can take a few passes to finish. A big library takes longer than a small one.

Once it runs, the panel shows the library name, the site address, a status and when Aimy last checked. The status is one of these.

Status	Meaning
Synced	The last check finished.
Syncing	More files are waiting. The next check carries on.
Needs attention	Something stopped the sync. The reason is shown in a red box under the status.
Not synced yet	No check has finished yet.

The file list

Four counters sit above the list: In knowledge base, Processing, Skipped and Failed. The list below shows the 300 most recently checked files. Use the drop down above it to show All, In knowledge base, Skipped or Failed. Each file has a size, a badge, and an Open in SharePoint link.

Badge	Meaning
Ready	The file is in your Knowledge Base and the experts can answer from it.
Processing	The file has arrived and is still being read.
Skipped	Aimy chose not to take the file. The reason sits under its name.
Failed or Embedding failed	The file could not be processed.

Files are skipped for reasons such as an unsupported file type, a file larger than the upload limit, a spreadsheet with too many rows, a download that failed, or a file that could not be scanned for malware or was blocked by the scan. The accepted file types and the size limit are the same as for a normal upload. See Documents.

The same documents appear in Knowledge Base, moving from processing to ready. To check the whole chain, ask an expert a question that only one of those files can answer.

When a file is deleted in SharePoint

On the next check, the file is removed from your Knowledge Base too, and the expert stops using it. Try it once with a test file. If a withdrawn price list kept answering questions, your expert would keep quoting prices you no longer offer.

Change or disconnect

Settings opens the form again. Leave Client secret blank to keep the saved one. The Document library list and Connect library stay hidden until you choose Test connection and it passes again, even if you changed nothing. The form has no Cancel button, so to leave without saving, open another page or another integration. Choosing a different library starts a fresh first sync for that library.
Disconnect stops the sync and deletes the stored secret. Documents already synced stay in your Knowledge Base. Remove them from there if you want them gone.

Each company can connect one library. To use another, change the library in Settings, or disconnect and connect again.

If something goes wrong

No SharePoint site found at that address. Check the address, and check that step 3 was done for this exact site.
The app isn't allowed to read that site. Step 3 was skipped, or it was done for a different site.
That site has no document libraries the app can see. The access was granted on a different site than the one you typed.
Stored credentials are unreadable. Choose Settings and enter the client secret again.
It worked and then stopped. Ask IT to check the expiry date of the client secret. This is the usual cause. Create a new secret and enter it under Settings.
SharePoint sync is not enabled for this account. Your account is no longer on a plan that includes SharePoint.